User Permissions in Microsoft Business Central

By - November 11, 2021

Microsoft Dynamics 365 Business Central has tremendous flexibility in how you can set up permissions. The application provides many pre-defined permission sets that you can use to assign to the users, but these pre-defined permission sets may not always meet your needs. It is sometimes necessary to create additional permission sets (user-defined) to meet your company’s specific needs.

For ex. in Microsoft Dynamics 365 Business Central, you set up a user and then assign the user to a ‘User Group’ which in turn provides the user with access to User Permission Sets. You can alternatively assign a User Permission Set directly to the user. Using the groups makes it easier if multiple users need the same permissions. I.e., in this manner, you don’t have to assign individual users with each of the User Permission Sets.

Although the application has extreme flexibility, there is also some complexity with permissions. For ex. a user is created and can be assigned to a permission group or an individual permission set. The group can also be granted permissions through permission sets. As I mentioned above, creating, or using groups makes it easier if multiple users need the same permissions.

Microsoft Dynamics 365 Business Central does not allow you to alter the pre-defined permission sets. You can, however, copy a pre-defined permission set. This creates a User-Defined permission set and you could make any modifications that you see fit. You will see that the permission set contains a list of the table data that the users have access to in the application. I know that this can be quite confusing at first. Microsoft Dynamics 365 Business Central does have a recording tool that makes all of this a lot easier.

Let’s walk through an example. Say you want to create a permission set for a group that handles sales related transactions and perhaps some receivables tasks. But you determine that the pre-defined permissions don’t quite meet your needs. You would need to create a permission set that allows them to read, insert, modify, delete and/or execute a number of tables. This could include the Customer, Contact, Sales Shipment Header, Sales Credit Memo Header, Customer Ledger Entry tables and perhaps many more. Some tables will require execute permissions, while others may only require read permissions. As you can see, it can get pretty complex rather quickly.

Permissions Creation via Recording an Activity

Microsoft Dynamics 365 Business Central allows you to create your own permission sets (user-defined) by recording the activity for a specific user or role by using the recording tool. You begin on the Permission Set List page and create a new permissions set. In my example, I might use RECEIVABLE as my Permission set.

I can then use the Permissions action on the Permission Set to begin recording. You can begin recording by using the Start action and it will record the activity you are about to do. You will want to keep this page open while recording. I generally use the Open Page in New Window to leave it open. I can move it to another screen or minimize it, so it is out of the way.

You will then want to go through the tasks and processes for the permission set to record the activity in the newly created permission set. Be sure to include all daily, weekly, and monthly tasks. For example, if the permission set is to allow the user to modify a customer, go to an existing customer to edit it. This will create the permission to modify a customer. If they are also going to be allowed to create new customers, then do that as well to provide permissions to insert a new record.

You will want to go through all of the tasks such as creating sales orders, editing an existing order, creating sales invoices, editing the sales invoice, posting sales invoices, receiving against a sales order, printing invoices, creating credit memos, editing credit memos, running the aged accounts receivable report, reviewing customer ledger entries and so forth. This adds the needed tables and permissions for each of the activities/tasks that you perform while recording.

When you have completed all the steps, you will want to stop the recording. Simply return to the Permissions page that we opened in another window and select the Stop action. The page should then populate with tables to read, insert, modify, or delete records. You will also want to ensure that the switch is on for the Add Read Permissions to Related Tables even though you did not directly access them during the recordings.

You can now assign the new permission set to the User Groups or the individual user. You can also go back to the User Group page and assign the permission to the User Group. You will then want to go back to the Users page, edit the user and assign the User Group or the User Permission set.

If something was missed during your recording, you can return to the permission set and record additional tasks/activities as needed. This can be helpful even if you have created a copy of a pre-defined permission set. Perhaps you edited too much and need to add permission back or perhaps additional permissions. You can use the recording tool to in the permission set to record the additional tasks/activities that you need.

I think you will find that the recording tool is a wonderful feature in Microsoft Dynamics 365 Business Central. I know that it has been a tremendous help for me while setting up user-defined permission sets.

As originally posted on Create Permission Sets in Business Central by using the recording tool – Dynamics Discussions (

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